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New IMS manual with HLSNew IMS manual with HLS

Contents1.0 Introduction Date Issue1.1 Company Overview and Context 13/11/2014 11.2 Scope and Exclusions 16/12/2014 11.3 Definitions 16/12/2014 1

2.0 Leadership Date Issue2.1 Leadership and Commitment 16/12/2014 12.2 Organisational roles. responsibilities and authories 16/12/2014 12.3 Quality Policy 16/12/2014 12.4 Health and Safety Policy 16/12/2014 12.5 Environmental Policy 16/12/2014 1

3.0 Planning Date Issue3.1 Actions to address risks and opportunities 16/12/2014 13.2 Objectives and Planning 16/12/2014 1

4.0 Support Date Issue4.1 Resources including Monitoring & Measureing Devices 16/12/2014 14.2 Competence 16/12/2014 14.3 Awareness 16/12/2014 14.4 Communication 16/12/2014 14.5 Documented Information 16/12/2014 1

5.0 Performance Evaluation Date Issue5.1 Monitoring, measurement, analysis and evaluation 16/12/2014 15.2 Internal Audit 16/12/2014 15.3 Management Review 16/12/2014 15.4 Recognition of Excellence 16/12/2014 1

6.0 Improvement Date Issue6.1 Nonconformity, Improvements and Corrective actions 16/12/2014 1

7.0 Supplier and Contractor Management Date Issue7.1 Supplier, Contractor selection 16/12/2014 17.2 Supplier and Contractor Induction and Evaluation 16/12/2014 17.3 Purchasing 16/12/2014 17.4 Visitor Access Control 16/12/2014 1

10.0 Operations - Quality Date Issue10.1 Business Risk Identification and Management 16/12/2014 110.2 Process Map 18/12/2014 110.3 Design and Development 16/12/2014 110.4 Emergency Preparedness - Business Continuity 16/12/2014 1

20 Operations - Workplace Safety Date Issue20.1 Hazard Identification, Assessment and Control 16/12/2014 120.2 Accidents / Incidents 16/12/2014 120.3 Employee Participation 18/12/2014 120.4 Emergency Planning - Safety 16/12/2014 120.5 Injury Management - Return to Work 16/12/2014 120.6 Notifiable Hazardous Work (NZ) 16/12/2014 1

Page 1 of 59

New IMS manual with HLSDate Issue30 Operations - Environmental

30.1 Aspects and Impacts Identification, Assessment and Control 18/12/2014 1

30.2Environmental Incident Reporting, Recording and Investigations 18/12/2014 1

30.3 Emergency Planning - Environmental 18/12/2014 1

999 Workings Date Issue

Page 2 of 59

New IMS manual with HLS 1.1 Company Overview and Context

Purpose and Scope

The purpose of this is to briefly describe the organisation, and the context it operates in

Associated DocumentsIntegrated Manual

References:ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180014.1

4.1 4.14.2.2a

Procedure

Background

The organisation was formed in xxxx. It provides the following products and services;

•Xxxxx•Xxxxx•Xxxxx•Xxxxx

Created by: Nathan Cottom on Wednesday, 12/11/2014Approved by: Nathan Cottom on Thursday, 13/11/2014Published by: Nathan Cottom on Thursday, 13/11/2014

Issue: 1 Page 3 of 59

New IMS manual with HLS 1.2 Scope and Exclusions

Purpose and Scope

The purpose of this is to briefly describe the scope of the integrated management system and outline any exclusions.

Associated DocumentsIntegrated Management Systems (IMS) Manual

References:ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180014.1 4.1 4.14.2.2a

ProcedureScope of Operation:

The provision of xxxxxxxxxxxxxxxxx from their address at xxxxxxx.

Exclusions:

The following sections are to be excluded due to ......................

Justification for this is that ..........................

Created by: Tracey Rogers on Tuesday, 16/12/2014Approved by: Peter Rogers on Tuesday, 16/12/2014Published by: Peter Rogers on Tuesday, 16/12/2014


New IMS manual with HLS 1.3 Definitions

PCBU: Person conducting a business or undertaking (proposed new definition replacing the term principal in the current HSE Act 1992

Due diligence is defined as taking reasonable steps:

to acquire and keep up-to-date knowledge of work health and safety matters; andto gain an understanding of the nature of the operations of the business and generally of the hazards and risks associated with those operations; andto ensure that the PCBU has available for use, and uses, appropriate resources and processes to eliminate or minimise risks to health and safety; andto ensure that the PCBU has appropriate processes for receiving and considering information regarding incidents, hazards and risks and responding in a timely way to that information; andto ensure that the PCBU has, and implements, processes for complying with any duty or obligation; and to verify the provision and use of necessary resources and processes

Preventative Action: preventive actions are the steps taken to identify both known and potential issues that may affect the company.

Visitor: Any person who visits the offices or work sites (Excludes employees, contractor or sub-contractor).

Hazard;

a. means a situation or thing that has the potential to cause death, injury, or illness to a person; and b. includes a person’s behaviour where that behaviour has the potential to cause death, injury, or

illness to a person (whether or not that behaviour results from physical or mental fatigue, drugs, alcohol, traumatic shock, or another temporary condition that affects a person’s behaviour)

Risk: means the possibility that death, injury, or illness might occur when a person is exposed to a hazard.

Reasonably practicable, in relation to a duty to ensure health and safety, means that which is, or was, at a particular time, reasonably able to be done in relation to ensuring health and safety, taking into account and weighing up all relevant matters, including—

Health and Safety Reform Bill Part 1 cl 18a. the likelihood of the hazard or the risk concerned occurring; and b. the degree of harm that might result from the hazard or risk; and c. what the person concerned knows, or ought reasonably to know, about—

i. the hazard or risk; and ii. ways of eliminating or minimising the risk; and

d. the availability and suitability of ways to eliminate or minimise the risk; and e. after assessing the extent of the risk and the available ways of eliminating or minimising the risk,

the cost associated with available ways of eliminating or minimising the risk, including whether the cost is grossly disproportionate to the risk.

Significant hazard- a hazard that is an actual or potential cause of serious harm; or harm (being harm that is more than trivial) the severity of whose effects on any person depend (entirely or among other things) on the extent or frequency of the person’s exposure to the hazard; or harm that does not usually occur or is not easily detectable until a significant time after exposure to the hazard (e.g. asbestosis, solvent neurotoxicity)

Serious harm means death, or harm of a kind or description declared by the Governor-General by Order in Council to be serious for the purposes of the Act; and "seriously harmed" has a corresponding meaning.

Until such an Order in Council is made, the following types of harm are defined in Schedule 1 as "serious harm" for the purposes of the Act:

1. Any of the following conditions that amounts to or results in permanent loss of bodily function, or temporary severe loss of bodily function: respiratory disease, noise-induced hearing loss, neurological disease, cancer, dermatological disease, communicable disease, musculoskeletal disease, illness caused by exposure to infected material, decompression sickness, poisoning, vision impairment, chemical or hot-metal burn of eye, penetrating wound of eye, bone fracture, laceration, crushing.

2. Amputation of body part. 3. Burns requiring referral to a specialist registered medical practitioner or specialist outpatient clinic. 4. Loss of consciousness from lack of oxygen. 5. Loss of consciousness, or acute illness requiring treatment by a registered medical practitioner,

from absorption, inhalation or ingestion of any substance. 6. Any harm that causes the person harmed to be hospitalised for a period of 48 hours or more

commencing within 7 days of the harm's occurrence.


New IMS manual with HLS 1.3 Definitions``Notifiable work'' means

a. Any restricted work, as that term is defined in regulation 2(1) of the Health and Safety in Employment (Asbestos) Regulations 1998:

b. Any logging operation or tree-felling operation, being an operation that is undertaken for commercial purposes c. Any construction work of one or more of the following kinds

i. Work in which a risk arises that any person may fall 5 metres or more, other than a. Work in connection with a residential building up to and including 2 full storeys b. Work on overhead telecommunications lines and overhead electric power lines c. Work carried out from a ladder only d. Maintenance and repair work of a minor or routine nature

ii. The erection or dismantling of scaffolding from which any person may fall 5 metres or more: iii. Work using a lifting appliance where the appliance has to lift a mass of 500 kilograms or more a vertical distance of 5

metres or more, other than work using an excavator, a fork-lift, or a self-propelled mobile crane: iv. Work in any pit, shaft, trench, or other excavation in which any person is required to work in a space

more than 1.5 metres deep and having a depth greater than the horizontal width at the top: v. Work in any drive, excavation, or heading in which any person is required to work with a

ground cover overhead vi. Work in any excavation in which any face has a vertical height of more than 5 metres and

an average slope steeper than a ratio of 1 horizontal to 2 vertical: vii. Work in which any explosive is used or in which any explosive is kept on the site for the purpose of being used viii. Work in which any person breathes air that is or has been compressed or a respiratory medium other than air

Created by: Peter Rogers on Tuesday, 16/12/2014Approved by: Peter Rogers on Tuesday, 16/12/2014Published by: Peter Rogers on Tuesday, 16/12/2014


New IMS manual with HLS 2.1 Leadership and Commitment

Purpose:

The purpose of this process is to define how the organisation demonstrates leadership and commitment to its Integrated Management System.

References:

ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180015.1 4.2 4.25.2 4.4.1 4.4.15.35.5.15.5.2Associated Documents

Nil

Mango ProcessMango HR Module

Leadership & Commitment Process:Top Management will take ultimate responsibility for the Integrated Management System and will demonstrate commitment to the Integrated Management System by:

1. Providing sufficient resources to establish, implement, maintain and improve the Integrated Management System. 2. Defining roles, allocating responsibilities and accountabilities, and delegating authorities, to

facilitate effective Integrated Management System management; roles, responsibilities, accountabilities, and authorities shall be documented and communicated. (Job Descriptions; Integrated Management System Procedures; Appointments Letters)

3. Communicate the importance of meeting customer as well as regulatory requirements through the Integrated Management System Induction

4. Establish Integrated Management System Objectives, targets and programs (Integrated Management System Management Plan)

5. Conduct ongoing management reviews of the Integrated Management System to ensure its continuing suitability, adequacy and effectiveness (Management Review Process)

Top management shall ensure that customer requirements are determined and are met with the aim of enhancing customer satisfaction by

1. Receiving and reviewing Customer Request for quotations; specifications, samples information etc. 2. Providing proposals for products and services, which must be approved prior to work commencing 3. Ensuring the products and services are rendered as per the customer requirement

Records:Records (statutory, mandatory and voluntary) will be identified for each document created and noted in the table format below.

No Record name Record Owner LocationRetention period

Method of Destruction

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Created by: Peter Rogers on Tuesday, 16/12/2014Approved by: Nathan Cottom on Tuesday, 16/12/2014Published by: Nathan Cottom on Tuesday, 16/12/2014


New IMS manual with HLS 2.2 Organisational roles. responsibilities and authories

Purpose and ScopeThe purpose of this procedure describes the responsibilities and authorities for the organisation’s systems.

Associated Documents

Position descriptionsAccess Rights sub-module

References:

ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180015.5.1 4.4.1 4.4.45.5.2

Mango Process

Documents ModuleHuman Resources module hold the positions descriptions

Procedure

Senior Management Team has the authority to:

Risk

Quality

Health and

Safety

The overall implementation of a risk management system and culture.Continuously review the management system for suitability, adequacy and effectivenessTo ensure that resources are provided for the establishment, implementation and maintenance of the Integrated Management System.

The overall implementation of the quality management system. Identify all Integrated Management System indicatorsContinuously review the quality management system for suitability, adequacy and effectiveness. Appointing a Management Representative.Support the day-to-day management and administration of the quality management system and provide adequate resources to ensure conformance to the quality management system. Ensure all employees are aware of their responsibilities and are held accountable to their performance within the framework of the quality management system.Provide employees an opportunity to suggest improvements to the quality management system.

Provide leadership and policy that sets the direction for health and safety management Assigning a member of the Management Team or a suitable external company on contract to undertake the role of Health and Safety Co-ordinatorThe overall implementation of the health and safety management system.Support the day-to-day management and administration of the health and safety management system Provide adequate resources to ensure conformance to the management system.Ensure all employees are aware of their responsibilities and are held accountable to their performance within the framework of the health and safety management system. Maintaining knowledge of matters and operations associated with the businessVerify that thecompany complies with all relevant health & safety legislation, regulation and other legislation that apply to the businessCompleting staff appraisals on an annual basisEnsures health and safety consideration when purchasing equipment and work practices Leads the investigation of accidentsEnsures that health and safety objectives are reported, reviewed and completed as stated on an annual basisUndertakes a performance review of management positions against designated health and safety roles



Environmental

Management

The overall implementation of the environmental management system.Support the day-to-day management and administration of the environmental management system Provide adequate resources to ensure conformance to the management system.Ensure all employees are aware of their responsibilities and are held accountable to their performance within the framework of the environmental management system.Ensure aspects and their impacts are identified and controlled Environmental aspects are communicated both internally and externallyThat business and environmental risks are monitored regularly and controls are updated appropriately.

Management Representative has authority and responsibility for:

Risk

QualityManagement

Health andSafety

Providing the necessary guidance to the Top Management Team.Establishing, implementing and maintaining management systems documentation Maintaining the list of recordsEnsure that regular audits are entered into the events module in Mango, and that the audit schedule is followed

Providing the necessary guidance to the Top Management Team. Gather and represent the Integrated Management System indicatorsEstablishing, implementing and maintaining management systems documentation.Manage the Management Review meeting to ensure the quality management system remains consistent, adequate and effective.Ensure the internal audit programme is operational and findings reported in a report and non-conformances managed in Mango.Ensure promotion and awareness of customer's requirements through the organisationTo drive the implementation and review of the infrastructure and work environment process

Providing the necessary guidance to the Top Management Team.Maintaining an awareness of national, regional, local and other applicable health and safety laws and regulations to determine whether they affect the organisation.Establishing, implementing and maintaining the manual.Ensure the management systems are reviewed/audited so that the systems remain consistent, adequate and effective.Ensure the hazard management programme is well managed.Ensures the company complies with all relevant health & safety legislation, regulation and other legislation that apply to the businessEnsures health and safety consideration when purchasing equipment and work practices Ensures that health and safety objectives are being monitored and met.Notify relevant authorities as appropriate within the required timeframes Ensure relevant procedures implemented to manage emergency situations

Environmental

Management

Providing the necessary guidance to the Top Management Team.Establishing, implementing and maintaining management systems documentation.Manage the Management Review meeting to ensure the environmental management system remains consistent, adequate and effective.Ensure the internal audit programme is operational and findings reported in a report and non-conformances managed in Mango.

Supervisors and Line Managers are responsible for:

Risk

QualityManagement

To minimise risk to the business is part of all business decisions

Holding employees accountable to their responsibilities and assignments relative to the quality management system.Providing employees an opportunity to suggest improvements to the quality management system in the Improvement module in Mango



Health and Safety

EnvironmentalManagement

Ensures all work tasks and activities are performed in a safe mannerProviding adequate resources for health and safety on specific jobs and sites they are responsible forEnsures the company complies with all relevant health & safety legislation, regulation and other legislation that apply to the businessEnsures health and safety consideration when purchasing equipment and work practices Lead the hazard management systemAccurately reports, records and investigates all accidents and incidents and implementing corrective actions to prevent reoccurrencesInduction and training of employeesUndertakes emergency training and practice drills Performs housekeeping and work place inspectionsFostering and promoting health and safety with their employees. Conducting audits and inspections

Follows the environmental management system’s processes and procedures in Mango. Reporting any environmental management system’s issues, conflicts or opportunities for improvement to their immediate supervisor.

All employees are responsible for:

Risk

QualityManagement

Health and Safety

To minimise risk to the business is part of all business decisions

Following the quality management system’s processes and procedures in Mango.Reporting any quality management system’s issues, conflicts or opportunities for improvement to the organisation.Reporting any quality management system’s issues, conflicts or opportunities for improvement to their immediate supervisor.Using infrastructure properly (as instructed), report breakdowns and unsafe work environments as soon as possible.

Involved in hazard identificationAccurately reports and records all accidents/incidents and near hits Undertakes emergency training and practice drillsPerforms housekeeping and work place inspections Participates at health and safety meetings Undertakes emergency training and practice drillsEnsures compliance with health and safety proceduresUndertakes work tasks and activities are performed in a safe mannerTaking reasonable care of their own health and safety - Ensure that no act or omission affects others

Environmental

Management


Contractors, Sub-contractors and Visitors are responsible for:

To minimise risk to the organisation and ensure risk has been considered when supplyingRisk

goods and services.

QualityComplying with the organisation’s quality management system at all times.

Management



Ensures compliance with health and safety procedures

Health and SafetyEnsures all work tasks and activities are performed in a safe mannerInvolved in hazard identificationAccurately reports and records accidents and incidentsParticipates at health and safety meetings if requested

Environmental

Management


Health and Safety Representatives are responsible for:

New Zealand

Attending scheduled meetingsRepresenting employees interests and needs at meetings Investigate and enquire where necessaryPromote H & S within the workplaceComplete inspections as required by the committee chair Provide feedback to employeesUnder the proposed law in NZ they may also

Inspect areas within the workplaceDirect an employee to stop workIssue an improvement notice to the PCBU

Australia

South Africa

Mango Administrator has the authority to:Ensure access rights in Mango, for individuals, are in-line with their levels of authorities and responsibility in the organisation.

Mango Co-ordinators have authority and responsibilities to:

Assign improvements to individual’s in-line with their levels of authorities and responsibility in the organisation.

Note: specific authorities and responsibilities are also documented in policies and procedures.

Records:

Records (statutory, mandatory and voluntary) will be identified for each document created and noted in the table format below.



123



New IMS manual with HLS 2.3 Quality Policy

The organisation is committed to providing the quality products and services to all of our customers.

The organisation is committed to focusing on our customer's needs and developing products and services which will exceed the customer’s expectations.

The organisation will establish policies, programmes and practices to reduce risk to the organisation and conduct business activities in an effective manner, while meeting statutory and regulatory requirements.

The organisation is committed to the continuous improvement of all of its processes in the Quality Management System.

The organisation has determined that:

Through communication it can find innovative tools to improve the service to its customers.Through training and assessment of our employee’s skills, and provision of appropriate resources, it will meet the customer’s needs and ensure it remains customer focused.The organisation will review the performance and effectiveness of its systems through robust management review and internal audit processes.

ReferencesISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180014.2.15.1a,b,e5.3b,e



New IMS manual with HLS 2.4 Health and Safety Policy

The management of xxxxxxxxxxxxx is committed to a safe and healthy working environment for everyone using the premises as a place of work or visiting on business.

Management will:Set health and safety objectives and performance criteria for all managers and work areas Annually review health and safety objectives and managers’ performanceEncourage accurate and timely reporting and recording of all incidents and injuriesInvestigate all reported incidents and injuries to identify all contributing factors and, where appropriate, formulate plans for corrective actionActively encourage the early reporting of any pain or discomfortProvide treatment and rehabilitation plans that ensure a safe, early and durable return to workIdentify all existing and new hazards and take all practicable steps to eliminate, isolate or minimise the exposure to any significant hazardsEnsure that all employees are made aware of the hazards in their work areas and are adequately trained so they can carry out their duties in a safe mannerEncourage employee consultation and participation in all health and safety matters Enable employees to elect health and safety representativesEnsure that all contractors and subcontractors are actively managing health and safety for themselves and their employeesPromote a system of continuous improvement, including annual reviews of policies and proceduresMeet our legal obligations as specified in the legislation, codes of practice and any relevant standards or guidelines.

Every employee is expected to share in the commitment to health and safety.Every manager, supervisor or foreperson is accountable to the employer for the health and safety of employees working under their direction.Each employee is expected to help maintain a safe and healthy workplace through:

Following all safe work procedures, rules and instructionsProperly using all safety equipment and clothing providedReporting early any pain or discomfortTaking an active role in the company’s treatment and rehabilitation plan, for their ‘early and durable return to work’Reporting all incidents, injuries and hazards to the appropriate person.

The Health and Safety Committee includes representatives from senior management and union and elected health and safety representatives. The Committee is responsible for implementing, monitoring, reviewing and planning health and safety policies, systems and practices.

References:ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180014.2.1 4.2 4.2

Ensuring vehicles, equipment, properties and work sites are designed, operated and maintained in a safe condition. Clearly defining employee and employer responsibilities. (refer section 1.2)



New IMS manual with HLS 2.5 Environmental Policy

The organisation has identified environmental management as one of its highest corporate priorities.

The organisation will establish policies, programmes and practices to reduce risk to the environment and the organisation and conduct business activities in an environmentally sound manner.

The organisation is committed to environmental management and will:

integrate its environmental policies and procedures fully into all business activities as a critical element,comply with all environmental legislation, standards and contract requirements that are applicable to the company’s operation,continually improve its environmental performance and prevention of environment impact and taking into account current best practice, technological advances, current scientific understanding, customer and community needs, educate, train and promote employees to work in an environmentally responsible manner,complete environmental assessments for aspects and impacts of all new activities that the company may undertake, promote, develop and design services, facilities, equipment and work practices that have the leastenvironmental impact, taking into account the efficient use of energy and materials, the sustainable use of renewable resources and the responsible disposal of waste, thereby minimising any serious or irreversible environmental degradation,promote and encourage the adoption of these principals by suppliers and contractors acting on behalf of the organisation,develop, implement and maintain emergency preparedness plans,foster openness and dialogue with both employees and the public, encouraging them to respond with their concerns or improvement ideas within the scope of the organisation’s operations and maintain a set of environmental objectives and targets that are monitored through the management review process to ensure effectiveness.

References:

ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180014.2.1 4.2

4.4.4



New IMS manual with HLS 3.1 Actions to address risks and opportunities

Purpose and Scope

The purpose of this procedure is to demonstrate the actions taken by the organisation to address risks and opportunitities

Associated DocumentsRisk Register

References:ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 18001

Mango Process

Risk Management ModuleSupplier ModuleHuman Resources ModuleEvent Module

Procedure

The organisation will take the following steps to address risks

Manage Quality Risks through Business Risk identification procedure.Manage Safety Risks through Hazard Identification and Management procedureManage Environmental Aspects through Aspects Identification and Management procedure Management of Contractors, Sub-contractors and suppliersTraining of employees so that they are competenct to perform tasks Monitoring of ............................




123



New IMS manual with HLS 3.2 Objectives and Planning

Purpose and Scope

The purpose of this procedure is to outline the review the performance and set objectives for the organisation.


Management Review minutesAnnual plansMango Data

References:ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180014.2.1a 4.3.3 4.3.35.1e 4.3.4 4.3.45.4.2a

Mango Process

An event in the manage Events module will notify when the performance review is due. When review is completed, the event will be signed off and relevant evidence attached.Objectives set will be kept in the FIles / Lists module.

Regular review of the integrated management sysstem will allow for further planning with the output of establish objectives via Event module.

Procedure

1. On an annual basis the Compliance Co-ordinator will complete a review and develop a plan for the coming year. 2. The review and objective plan will consider components of the Integrated Management System POlicies and procedures including any changes made to policy, any policies requiring changing or reviewing. 3. Employees will be given the opportunity for participation and input. This is typically done by advising employees at a staff talk or Senior Managers by email that the review is being completed and any input, comments or improvements are welcome. 4. The plan will contain objectives for the company or branch. Objectives will be SMART (specific, measurable, achievable, realistic and time bound). 5. The plan will be forwarded to the Managing Director and other relevant representatives for input and agreement.

Quality Action PlanWhen developing the quality action plan consider the followin inputs:

The requirements of the standard. Legislative compliance including new legal requirements or industry codes. Achievement of objectives for the previous year. Staff responsibilities and managment positions against performance. Proposed training plan for the coming year. Performance, trends and initiatives. Document control system. Risk identification process to ensure it is effective and is implemented as per the procedure.

Health and Safety Action PlanWhen developing the health and safety action plan consider the following inputs:

Review against the ACC WSMP when the company is active within this audit process. Legislative compliance including new legal requirements or industry codes e.g. HSE Act 1992, regulations, codes of practice and standards.

Achievement of objectives for the previous year. Proposed objectives for the coming year Staff responsibilities and management positions against performance. The effectiveness of the hazard reporting / management system Training undertaken and a proposed training plan for the coming year. Performance, trends and initiatives. Reports and investigations received during the past year. Document control system including the availability of legislation and codes of practice. Risk identification process to ensure it is effective and is implemented as per

the procedure. Critical events that have occurred since the last safety plan


New IMS manual with HLS 3.2 Objectives and Planning

Environmental Action PlanWhen developing the environmental action plan consider the following inputs:

The requirements of the standard Legislative compliance including new legal requirements or industry codes, codes of practice and standards. Achievement of objectives for the previous year. Staff responsibilities and management positions against performance. Training undertaken and a proposed training plan for the coming year. Performance, trends and initiatives. Reports and investigations received during the past year. Document control system including the availability of legislation and codes of practice. Risk identification process to ensure it is effective and is implemented as per

the procedure. Critical events that have occurred since the last safety plan

Note: a review of the risk register is completed independently of this review but significant risks that are not adequately controlled will be covered in the recommendations or objectives.

ObjectiveTarget


No Record nameRecord Owner Location

Retention period


1 Quality Action Plan

2 Health and Safety ActionPlan / Annual Plan

3 Environmental ActionPlan



New IMS manual with HLS 4.1 Resources including Monitoring & Measureing Devices

Purpose:

The purpose of this process is to ensure:

Sufficient resources for the establishment, implementation and maintenance of the Integrated Management System (IMS).The maintenance and availability of infrastructure for product and service provision.That monitoring & measuring devices (where utilized and calibrated or verified) to ensure accurate results A work environment that is safe, healthy and conducive to product and service provision

References:

ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180016.1 4.4.6 4.4.66.3 4.5.1 4.5.16.4

Mango Process

Resources and Infrastructure:All infrastructure requiring maintenance will be identified and loaded into the Mango – Plant & Equipment Module. An event will be set for each item based on the required frequency of maintenance. Evidence of maintenance (where required) will be uploaded into Mango. Breakdowns of infrastructure will be logged as improvements and investigated.Reports on infrastructure maintenance can be pulled annually in order to track trends and respond appropriately

Monitoring & measuring devices:All equipment requiring calibration or verification is entered into the Event Management module. This includes: ID/name of equipment, frequency of calibration, next due date and who is responsible for ensuring equipment is calibrated. Mango will send a reminder notification by email when equipment due. The person responsible will arrange the calibration.When calibrated upload the evidence into Mango when signing off the event.

Non-conforming equipment:Once a piece of equipment is found to be out of calibration all tests produced on the equipment must be placed on HOLD until its condition or acceptance can be ascertained.The non-conformance will be logged into the Improvement module for investigation.Where appropriate, equipment should be safeguarded from adjustments that would invalidate measurements, and be protected from damage and deterioration during handling, maintenance and storage.

Procedure

Provision of Resources and Infrastructure Process:

1. The Senior Management Team reviews the company products and services, existing and future projects and ensures that sufficient resources (Human & Infrastructure) are provided and maintained to ensure we comply with the provisions of our Integrated Management System Policy

2. Breakdowns of infrastructure will be logged and investigated 3. Reports on infrastructure maintenance can be pulled annually in order to track trends and respond appropriately.

Work Environment Process:1. The Senior Management Team will identify all work environments over which we have control of influence. 2. The Senior Management Team will ensure that the work environments are safe, health and

without risk (as far as is reasonably practicable). This will be achieved through: Occupational Hygiene assessments (where required) Inspections of the work environment to ensure ongoing safe and healthy condition

3. Works at various clients’ premises and be undertaken to the best of our ability to ensure a safe, healthy and comfortable working environment.

4. Improvements can be logged by any employee in order to report unsafe working environments

Records:


No Record nameRecord Owner Location

Retention period



New IMS manual with HLS 4.1 Resources including Monitoring & Measureing Devices

1 Occupational HygieneSurveys

2 SHE Rep Inspections3 Improvements4 Calibration records



New IMS manual with HLS 4.2 Competence

Purpose and Scope

The purpose of this procedure is to ensure all new employees are inducted into the management system and to ensure that employees are trained and competent to perform work. The organisation will regularly assess the competency of employees and provide the necessary training.


Position DescriptionsHuman Resource moduleEvent Management moduleInduction Checklist

References:ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180016.2.1 4.4.2 4.4.26.2.2

ProcedureInduction

1. New staff will be inducted into the organisation’s management system using the induction checklist by their Manager/Line Supervisor. (The companies supporting induction information will be used and may include company handbook, slide presentation, videos)

2. New employees will sign the induction checklist to indicate that the rules and procedures outlined in the handbook and manual have been demonstrated, discussed and understood and that they will abide by them

3. To ensure the new employee understands the induction training they will be supervised for a period of time or asked questions about the training.

4. During the induction any training needs will be identified. 5. Once completed the induction checklist must be signed and dated by both the employee and employer. 6. Evidence of the induction will be retained in Mango.

Employee setup in Mango

1. Employee details are entered into the Human Resources module of Mango. 2. Select the position for which the employee was employed for. The Mango system will automatically

attach the required skill set to the employee.

TrainingTraining is to be provided by persons with appropriate knowledge skills and experience Initial employee assessment

1. The employer assesses the employee’s competency against the skill set. 2. The employer and the employee agree competency and future training. 3. The employer is to ensure that training identified is undertaken, and whilst under training the

employee is appropriately supervised. 4. All employees must:

a. Be trained in the specific operation or task by the Supervisor or foreman/employee responsible for overseeing their work. The employee must be able to work safely alone OR

b. Be directly supervised by a suitably trained employee.

Note: Under NO circumstances is an untrained or unsupervised new employee to be left alone.

5. Specific on the job training will outline the potential hazards and personal protective equipment to be worn. 6. Training/ competency should be linked to a hazard register, task analysis (TA) or Job Safety

Analysis (JSA) for all work that is completed. 7. Quality of workmanship and any environmental issues should also be covered in the training. 8. To ensure the new employee understands the training they will be:

1. Asked some appropriate questions or 2. Asked to demonstrate an aspect about the training they have been given.

9. The effectiveness of training will also be reviewed during the site inspections and staff discussions that have occurred.

Details of formal training that employees have completed are recorded on the induction and training form at initial employment.

Training records are maintained in a staff training database which records dates of expiry for certifications

Assessment of employee competency and training needs

1. On notification by Mango the employer will conduct an assessment of the employee. 2. The employer and employee will :


New IMS manual with HLS 4.2 Competencea. Agree and reset competency level in Mango b. Review training undertaken during the previous year and evaluate the effectiveness of it.

Document training to be undertaken for the next 12 months. c. Date and sign the assessment report

3. Set up the next assessment date in the Event Management module. This will email a notification that the employee competency assessment and training needs is due.

4. On an annual basis the training plan is reviewed and a proposal is documented in the Annual plans.

Procedure for the Specific Site Inductions

1. These are determined by the client or contract. 2. Specific site or client inductions will be conducted.

Competency of Trainers (Internal and External)

1. Internal trainers - the training record will record the competency of employees to train others. This competency is determined by Managers or Supervisors and is recorded on the training record e.g. competency level 4.

2. External trainers will provide evidence of their competency and this will be retained on file by the Health and Safety Co-ordinator.

3. Selection criteria for external trainers may include: a. reputable company b. qualifications c. experience d. practical knowledge


No Record name Record OwnerLocationRetention period


1 Ocupational HygieneSurveys

2 SHE Rep Inspections

3 Improvements

4 Calibration Records

5 Induction checklists

6 Employee training records

7 Skill matrix



New IMS manual with HLS 4.3 Awareness

Purpose:

The purpose of this process is to ensures that employees have an awareness of their impact on the organisationa and of the Integrated Management System

References:ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180016.2.1 4.2.2 4.2.26.2.2

Associated Documents:

Integrated Management System Induction

Procedure

Employees will receive training in a method that is applicable to the employee receiving the training.

Training and training material will be appropriate to the employee being trained, this could include different languages, company or

industry videos , webinars and a record of the type of training will be recorded and held on file.

1. Awareness will be generated through induction. The relevance and importance of their activities and how they contribute to the achievement of the objectives will be discussed.

2. Ongoing awareness will be generated through the training and competency assessments against the following topics: a. the OH&S consequences, actual or potential, of their work activities, their behaviour, and the

OH&S benefits of improved personal performance; b. their roles and responsibilities and importance in achieving conformity to the OH&S policy and

procedures and to the requirements of the OH&S management system, including emergency preparedness and response requirements (see 4.4.7);

c. the potential consequences of departure from specified procedures. d. their roles and responsibilities in achieving conformity with the requirements of the quality

and environmental management system, and e. the potential consequences of departure from specified procedures

Records:




123



New IMS manual with HLS 4.4 Communication

Purpose:The purpose of this process is to define how THE COMPANY Communicates, consults and fosters participation both internally, externally on Integrated Management System related issues

References:

ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180015.5.3 4.43 4.4.37.2.3

Associated Documents:

Mango Process

An event in the Manage Events module will notify the owner when the communication meetings are due.

When completed, the event will be signed off and relevant evidence attached.

ProcedureThe organisation will use the following methods to communicate the effectiveness of the Integrated Management System to relevant personnel

Compliance based meetings Staff newsletters Internal email

Face to face meetingsMobile & landline connectivitySkypeSafety toolbox meetingsCompany H & S meeting minutes

Internal and external communication is defined in the Internal & External Communication matrices.

Records:




123



New IMS manual with HLS 4.5 Documented Information

Purpose and Scope

The purpose of this procedure is to demonstrate the methods used to add, edit, delete, and approve documentation critical to the management system.


References:

ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180014.2.3 4.3.2 4.3.27.5.4 4.4.4 4.4.44.2.4 4.4.5 4.4.55.4.2b 4.5.3 4.5.4

Mango ProcessTo add, edit, delete and approve management system documents (policies, procedures, forms, checklists or templates) in Mango the following procedure is performed:

1. Change identified or new document to be added. 2. Report the change or addition in Report an Improvement module. 3. Policy or procedure is then drafted 4. Policies and procedures are drafted in the Manage Documents module. 5. Forms, Checklists, Templates are drafted in the Manage Files module. 6. Policy or procedure is then reviewed by the Management Representative and changes made. 7. When the policy or procedure is acceptable the associated improvement is then “closed” in the Improvement

module by the Management Representative. This signifies the policy or procedure has been approved. 8. When a change has been made or new policy or procedure added, employees are notified by email of that change.

Note:The history of the approval process is automatically captured at the bottom of each Policy or procedure document. Obsolete documents are accessible through the history button in the Documents module. Changes to documents are identified in the comments field.

Employees may print copies of procedures or policies from Mango, but these printouts will be deemed “uncontrolled”.

Documents of External Origin / Reference and Library Materials are kept in the Manage Files module in Mango

Health and safety legislation, regulations and codes of practice will be held in the office and a copy of Material Safety Data Sheets (MSDS) will be located in the area where the chemical is found.

Contract Drawings

Drawings issued by a client to the organisation will be filed in the contract file. When an alteration or change has been approved to a drawing, the following will occur:

1. At the commencement of a contract a contract specific “Drawing Register” will be set up in Mango. 2. The drawing register is to track all alterations and variations made to drawings, and associated

correspondence relating to the drawings. 3. The drawing register will clearly show the current drawings including issue number and dates. 4. The drawing register will act as a chronological time line for all drawing changes. 5. For major changes a new set of drawings will be supplied and distributed to relevant personnel. 6. The old drawing office copy will be marked obsolete and filed in the contract file. All other recalled

drawings will be destroyed. 7. The new set of drawings will be inspected to check the alteration and issue numbers are correct. 8. Small changes can be made to drawings once the Main Office/Site Management has agreed on them. 9. Once approved, changes can be shown on the drawings in pen but must be signed and dated.

10. Once a job has been completed, drawings may be filed or destroyed if not needed. 11. Filed copies must be clearly marked as "Reference Material Only" and only used for reference purposes.

The Management Representative will perform a backup of information daily. The management system as documented on Mango is backed up automatically by the application.


New IMS manual with HLS 4.5 Documented InformationDrawing control

At the commencement of a contract a contract specific “Drawing Register” will be set up in Mango.

Procedure1. A request is made to amend or add a document 2. Make changes to document(s) 3. Advise Managers, Supervisors and employees of relevant updates to policy and procedures. 4. Ensure that all manuals in circulation are updated or instructions on how to update the manual will be

given to person in charge of the manual. 5. Maintain a circulation list of manuals and controlled documents. 6. Make available to employees information e.g. via electronic intranet or hard copy manuals. 7. Review annually the circulation of documents and that they are maintained in a good condition and

relevant updates have been completed 8. All controlled documents will be dated, page numbered, referenced and indexed.




123



New IMS manual with HLS 5.1 Monitoring, measurement, analysis and evaluation

Purpose:The purpose is to define how Integrated Management System monitors, measures, analyses and evaluates indicators in order identify and take suitable action in order to ensure continual improvement.

References:

ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180018.1 4.5.2 4.5.18.2.18.2.38.2.4

Associated Documents:Procedure

1. The Management Rep will identify all Integrated Management System indicators that are required to be monitored, measured, analysed and evaluated. This will be represented in the Integrated Management System Reportables Matrix.

2. The Management Rep will ensure that Integrated Management System Indicators are identified for all processes: Both leading and lagging indicators Qualitative and quantitativeMonitor the level to which objectives are metMonitor the effectiveness of controls

3. Monitoring requirements are identified 4. Consider customer satisfaction, environmental monitoring, health monitoring etc 5. The person responsible will arrange the monitoring 6. When monitoring is complete, evidence is retained

Records:




123



New IMS manual with HLS 5.2 Internal Audit

PurposeThe purpose of an audit is to verify the implementation and effectiveness of the policy and procedures by annual independent audits. The audits will review procedures to ensure their continued suitability and effectiveness in achieving defined objectives and to meet the organisations requirements.


Internal Audit ReportsExternal Audit ReportsManagement Review Meeting MinutesImprovement Module

References:ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180015.4.2 4.5.2 4.4.3.3a8.2.2 4.5.5 4.5.1.1

4.5.4

Mango Process1. Audits will be performed as per the audit schedule in the Mango Event Management module based

on the Risk to the organisation. 2. When a scheduled audit is due, the Mango Event Management module will email a reminder to the

person responsible to perform the audit. 3. Results will be recorded in the Audit / Inspection module, or on the internal audit form 4. Any non-conformances identified are logged into the Mango Improvement module to

control both the non-conformance and the investigation.

Auditors experience and competency will be recorded in Mango Human Resources module

Procedure1.Audits will be performed as per the audit schedule based on the Risk to the organisation 2.When a scheduled audit is due, a reminder is sent to the person responsible to perform the audit. 3.Results will be recorded on the internal audit report form. 4.Any non-conformances identified are logged to control both the non-conformance and the investigation. 5.Action taken to address audit findings 6.Audit findings communicated to Management and reviewed

Auditors will be appointed based on attending an appropriate auditing course or if their experience in the area and authority is appropriate.

Auditors experience and competency will be recorded in the personnel file. Auditors should,

where possible, be independent to the processes they are auditing.




123



New IMS manual with HLS 5.3 Management Review

Purpose

The purpose of this procedure is to review the Integrated Management System for effectiveness, adequacy and consistency. The review will assess whether the systems are continually being improved.


Management Review meeting minutesEvent Management ModuleData from Mango

References:ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180015.1 4.6 4.4.3.35.3 4.65.68.2.18.4

Mango Process

An event in the Manage Events module will notify when the meeting is due.

When meeting is completed, the event will be signed off and relevant evidence attached.

Procedure

Management reviews are scheduled at planned intervals .

Meetings will be conducted and documented using a standard agenda which includes the following: General

1. Achieving Objectives 2. Resources 3. Training 4. Audits 5. Improvements raised, reviewed and monitored 6. Calibration and maintenance requirements 7. Changes to the management system 8. Customer feedback 9. Risks

Quality

1. Non-conforming products / services 2. Corrective actions 3. Customer complaints

Health & Safety

1. Hazard Identification and review 2. Hazard Management effectiveness 3. Accidents/incidents 4. Emergency Preparedness

Environmental

1. Aspects and Impacts 2. Environmental incidents 3. Monitoring 4. Emergency preparedness





New IMS manual with HLS

1 Audit Report

23


5.3 Management Review


New IMS manual with HLS 5.4 Recognition of Excellence

Purpose and ScopeThe purpose of this procedure is to outline how excellence is recognised and celebrated.


Health and safety Committee meeting minutes

References:

ISO9001ISO14001 AS/NZS 4801 WSMP OHSAS 18001

1.8.3

Procedure

On a regular basis the organisation's Management will discuss whether there is the need to present an excellence award for Health and Safety, Quality or Environmental performance or initiatives.

The criteria for the award are

A staff member who makes an effective contribution.A staff member who regularly displays outstanding workmanship in the area of risk identification and control or training.A staff member who sets an excellent example in the area of compliance or has acted in a professional manner during an emergency or adverse event.

This award may typically be nominated and decided

At regular compliance / health and safety meetingsAt management meetingsBy senior managers

The excellence award may consist of the following

Mention in meeting minutesA gift of value determined by the relevant Senior ManagerRecognition in the company newsletter




1 Audit Report

2 H & S meeting minutes

3



New IMS manual with HLS 6.1 Nonconformity, Improvements and Corrective actions

Purpose

The purpose of this procedure is to ensure that non-conformities and improvements are reported, recorded and investigated. Appropriate corrective and preventive action will then be performed and that the company reviews data and activites to identify possible trends that may lead to non-conformances.


Improvement moduleManufacturing dataRisk Management

References:ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180018.5.1 4.5.3 4.4.3.38.5.2 4.5.28.5.3

Mango Process1. When an improvement or non-conforming product or service is identified, an improvement will

be raised in the Improvement module in Mango. 2. Improvement is assigned to investigator(s). 3. The workflow in the Improvement module, as setup in Mango, then ensures the non-conforming

product or service has corrective action assigned. 4. All actions are recorded in Mango

Procedure1. When an improvement to the management system is reported it is then recorded. Examples of improvements include:

QualityHealth and SafetyStaff suggestionsCustomer ComplaintsFindings from auditsRecommendations from auditsImprovement projectsDocument Change requestsEnvironmental incidentsAccident investigation findingsH&S Committee meetings actions

2. Improvements are assigned and investigated. 3. Corrective actions and preventive actions are assigned and recorded 4. Preventive actions are verified in the Management review meeting as being effective

Non-conforming product or service Procedure1. When a non-conforming product or service is reported, a non-conformance report . Examples of

non-conforming product or service include: Customer complaints Rework Credits Excessive Waste

2. Label or isolate so product cannot be used. Remove from site and store in a designated area awaiting further action. 3. The non-conforming product or service has corrective action assigned. 4. Handle the product or service using the methods in the table below : 5. The preventive actions are verified in the Management review meeting to ensure they are effective.

Typical disposal systems include:


New IMS manual with HLS 6.1 Nonconformity, Improvements and Corrective actions

Use As Is

Rework

The product or service is still functional and will still meet client requirements there for can be used as is.

Where rework of an item is recommended or requested the remedial action will be recorded. Instructions, materials required, estimated time to complete the remedial work and expected completion date should all be noted.

Prior to and after any rework has been carried out the service or product should be inspected to ensure the full Inspections

understanding of what is required to remedy the non-conformance and ensure that these requirements have

been met upon completion of the remedial work.

Scrap

Return to

Supplier

Products which are not able to be used due to damage or deficiency should be labelled as scrap if possible and the supplier

should be instructed to remove the product from the work site as soon as practicable.

Where a purchased product is found to be damaged or not be meeting specification and is not acceptable to the company it shall be returned to the supplier.

Records:




123



New IMS manual with HLS 7.1 Supplier, Contractor selection

PurposeThe purpose of this procedure is to describe the process and the method by which suppliers, contractors are selected.


Supplier moduleAgreement with Contractor/Sub-contractors

Contractors are responsible forConditions outlined in the contract Observing site rules, policies and procedures Completing the necessary site inductions Wearing suitable protective equipmentWorking to the necessary legal standards or codes of practice that apply to the work they will be doing Taking all practicable steps to ensure their own safety and the safety of others while on site.If a significant hazard arises from their work then the appropriate eliminate, isolate or minimise controls shall be appliedReporting of Notifiable events and hazardous work to the regulator

If an emergency arises while the contractor is on site then they shall follow the emergency procedures or take instructions from the Insert company name employee in charge

References:ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180017.4.1 4.4.6 4.4.6.2 Element 8

Mango Process1. The employer will evaluate the supplier, contractor and/or sub-contractor against the selection criteria.

Relevant information and qualifications for the supplier will be captured in the Supplier Module 2. The supplier will be added to the Supplier module in Mango 3. An event within the Supplier Module will prompt the supplier / contractor review When completed,

the event is signed off and Findings attached as evidence

ProcedureSelection Criteria:

Qualifications and experience within the scope they are contracted for.Quality of product or serviceDelivery performanceProduce to an Industry StandardCost of product or serviceHas a documented Quality / Health and Safety / Environmental system

Hazard identificationReporting systemsEmergency plansTraining process and may provide evidence of trainingExternal compliance recognition

Health and safety recordSerious HarmMTILTI

Infringement or improvement notices and fines by the regulatorEnvironmental record

The employer will evaluate the supplier, contractor and/or sub-contractor against the selection criteria. The following rating system will be used:

A = ApprovedB = BackupC = Consumables only

Evidence of the evaluation will be recorded in the Supplier Module.

Agreements

If the supplier, contractor and/or sub-contractor is visiting the organisation’s site and before commencing a contract, an


New IMS manual with HLS 7.1 Supplier, Contractor selection"Agreement with Contractor/Sub-contractors" will be given to the Supplier, Contractor or Sub-contractor to read.

Once read and any questions answered, the Contractor/Sub-contractor will date and sign off the agreement. Copies of the Agreements with Contractor/Sub-contractors will be held in Mango.

Records:




1 Contractor induction

2 Contract documents

3 Contractor reviews

4Contractor post contractreviews



New IMS manual with HLS 7.2 Supplier and Contractor Induction and Evaluation

PurposeThe purpose of this procedure is to describe the process and the method by which suppliers, contractors and/or sub-contractors are inducted and re-evaluated.


Supplier module

References:

ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180017.4.1 4.4.6 4.4.6.2

Mango Process

Induction information add to Supplier Management module

ProcedureInduction

1. Prior to commencement of work the suppliers, contractors and/or sub-contractors will be advised of any potential hazards environmental aspects of which the organisation is aware, together with information about emergency procedures.

2. All suppliers, contractors and/or sub-contractors need to advise the company of any new hazards or environmental aspects they introduce.

3. A copy of the manual will be made available to the Contractor/Sub-contractor prior to commencement of work.

Suppliers, Contractors and/or Sub-contractors Reviews

1. All suppliers, contractors and/or sub-contractors HSE performance will be evaluated annually during the annual strategic review meeting.

2. All major work that has a high degree of risk will have a contract written covering the following (this is over and above the Contractor/Sub-contractor Agreement):

HSE performance reviews and frequency Current certification and certificates Staff competency Site inspections Induction training requirements Current Sub/Contractor HSE Plan.

Review criteriaSub contractors/ suppliers will be reviewed on a defined frequency established within the supplier module of Mango.

The review criteria may consist of the following

External compliance audits Complaints received Infringement, improvement notices or fines from regulatory body Accident performance eg LTI, MTI, serious harm, Notifiable events Compliance audits completed on sites or systems Completed questionnaire relating to KPI met for certain

periods Post contract review from previous contracts

Formal contracts and Post contract reviewWhere formal contracts for critical contracts are established health and safety criteria will be established and documented in the contract documents.

The documented contract criteria may include:

Responsibilities H & S resource criteria Establishment of SSSP Regular reporting needs

Expected KPI for the contractIssue: 1 Page 35 of 59

New IMS manual with HLS 7.2 Supplier and Contractor Induction and Evaluation Other specific contract details based on the hazards the project has

The post contract review will be conducted in a timely manner and may include the following aspects:

a. Contract conditions b. Responsibilities c. Performance

H & S – incidents, accidents, serious harm Quality Environmental

d. Complaints e. Results of inspections and audits f. Behaviours and attitudes.




123



New IMS manual with HLS 7.3 Purchasing

PurposeThe purpose of this procedure is to describe the process of ordering products and services.


Purchase Order

References:

ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180017.4.1 4.4.6 4.4.6.2 Element 3.7.17.4.27.4.3

Procedure1. Purchase Orders must be raised on organisations Purchase Order system. 2. The purchase order must be completed based on established specifications, with full details of the

product or service being purchased. 3. Each purchase order must be approved by the employee’s in-line with the organisation approval levels. 4. Copies of purchase orders will be circulated to appropriate departments. 5. All purchases of critical products and services will be made from the approved suppliers listed in the Suppliers module.

HSE RequirementsWhen purchasing a product or service for the first time the following information must be ascertained prior to raising the purchase order.

1. What hazard will this product or service create? 2. Does the company have existing resources and expertise to handle the hazard? 3. Will extra resource need to be purchased? 4. Does the new product or service come with resources to enable the organisation to control the hazard? 5. Is training supplied? 6. Will the product or service be acceptable to the organisation’s clients? 7. Is there another product or service available that does not have these hazards? 8. Will special storage or protection be required? 9. Are there any special regulations covering the storage or use of the product or service?

10. What support will the manufacture or agent supply with the product or service?

When purchasing a major product or service additional requirements will need to be addressed prior to the commencement. A timetable/timeline of objectives set between the organisation and the Contractor/Sub-contractor. This must clearly state the following.

Critical points highlighted Regular HSE reviewsRepresentation at HSE Meetings for the duration of the contract Documented signoff of stagesSigned declaration that all staff have the appropriate training and competence to perform their tasks and that all relevant certificates and permits will be made availablPost contract evaluationPre commissioning HSE audit of plant or equipment.

Verification of Purchased product

Upon receipt of ordered product, inspection or other activity deemed necessary, will be undertaken to ensure that the purchased product meets the specifed purchase requirements

Records:




1 Capex forms

2 Supplier module data

3 Purchase Order


New IMS manual with HLS 7.3 Purchasing

Created by: Peter Rogers on Tuesday, 16/12/2014 Approved by: Peter Rogers on Tuesday, 16/12/2014 Published by: Peter Rogers on Tuesday, 16/12/2014


New IMS manual with HLS 7.4 Visitor Access Control

Purpose

To ensure that visitors are not harmed or exposed to unnecessary hazards while they are onsite.

This procedure applies to all visitors who wish to enter the site (refer to definition below). Note that contractors and sub-contractors are covered under section 7.1 of this manual.

Associated documents:Contractor controlEmergency PlanVisitor Sign in Book / Electronic System

References:ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180017.4.1 4.4.6 4.4.6.2

ProcedureNo visitor may enter the site until they have completed an HSE briefing. It is the responsibility of all employees to escort a visitor or

sub-contractor onto the site on their first visit.

Visitors reporting to reception.

1. Any visitor wishing to access the offices will report to the reception. The visitors must be shown: Potential hazards and environmental aspects,

Nearest fire exitAssembly point in case of an evacuation.

2. The visitor will be accompanied during time at the offices. 3. Any sign in requirements of the main building occupier will be enforced. 4. In the case of an emergency the visitor will be instructed what to do. Visitors will be supplied with appropriate

Personal Protective Equipment for the areas they are visiting or moving through whilst on the premises.

Visitors will be supplied with appropriate Personal Proective Equipment for the areas they are visiting or moving through whilst on the premises.

Visitors reporting to construction sites:1. Visitor shall sign the “visitor register”. 2. A site induction will be completed by the main contractor that covers PPE to be worn,

significant hazards and emergency plans 3. The visitor must be accompanied at all times and kept safe. 4. The visitor must also have suitable protective clothing for the site e.g. construction sites usually

require a Hi vis vest, hard hat, safety shoes. 5. In the case of an emergency, the person accompanying them will instruct them of what to do and

escort them to the assembly point.




1 Visitor Sign in Book /Electronic System

2 Site Rules

3



New IMS manual with HLS 10.1 Business Risk Identification and Management

Purpose

The purpose of this procedure is to effectively and systematically identify, document, review and control actual and potential business risks.


Risk Management Module

References:

ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 18001

Mango Process1. Risk Identification - On identification of a new risk it will be entered into the Risk Management

module along with the potential impact that the risk is likely to cause. 2. Risk Analysis - The module will step you through the process of assessing and developing

appropriate controls based on significance. 3. Once the risk has been entered and controls set, attach the new risk to the appropriate register.

Once attached, print off the updated register and circulate to the appropriate employees or areas. 4. Register Review - Mango will notify the organisation when a register is due for review. The

organisation will review any changes that have a bearing on the risks to the business to ensure that procedures can be updated or training arranged.

5. Monitoring of Risks - Mango will notify the organisation when any risk monitoring is due

Procedure1. Risks are be identified 2. Risks will be assessed for significance 3. Risk assessment matrix and risk scores will be recorded for all new risks reported and will

also be recorded in risk registers. 4. Risks that are significant are documented in the company business risk register and controls applied 5. Review of business risks will completed 6. Critical events are recorded on an improvement form. The investigation and actions are recorded and

these events are tabled at safety meeting for review. New risks arising from critical events will be reviewed at meetings and actions recorded.




123



New IMS manual with HLS 10.2 Process Map

Purpose

The purpose of this document is to chart out the production process from receipt of orders to the completion of the job for despatch. It identifies the important quality checks performed at each stage and the evidence filed to show the process in action.


Quality checks

Procedure

The process map describes the overall steps from order receipt to dispatch:

Process map here




123

Created by: Peter Rogers on Thursday, 18/12/2014Approved by: Peter Rogers on Thursday, 18/12/2014Published by: Peter Rogers on Thursday, 18/12/2014


New IMS manual with HLS 10.3 Design and Development

Purpose

The purpose of this procedure is to manage the design, development, verification and validation of the development of products.


Improvement module

References:

ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180017.3

Procedure1. Plan the development by determining:

design and development stages;what review, verification & validation is appropriate; the responsibilities and authorities.

2. Identify the inputs that are required including:

performance requirements;applicable statutory and regulatory requirements; relevant information from previous similar designs; any other essential requirements

3. Produce outputs from design and development to check that:

Input requirements have been met;Appropriate information is available for other functions such as purchasing, production & servicing; Product acceptance criteria are referenced;Specifiy any characterisitics that are essential the it's safe and proper use.

4.Review to evaluate ability to meet requirements, and identify any problems experienced

5.Verifiy to ensure design and development requirements have been met.

6. Validate to ensure that the resulting product is capable of meetng the requirements for the application or intended use

Records:




123



New IMS manual with HLS 10.4 Emergency Preparedness - Business Continuity

Purpose

The purpose of this procedure is to manage the business continuity processes in the case of an emergency.


Business Continuity Plan


Mango Process1. Create an event to review and test plans. 2. Raise improvements for failures identify. 3. Sign off Event once completed.

Procedure1. Create a business continuity plan. 2. Approved by Management. 3. Test the plan on a regular basis.



Method ofDestruction

Business Continuity1

Plan23



New IMS manual with HLS 20.1 Hazard Identification, Assessment and Control

Purpose

The purpose of this procedure is to effectively and systematically identify, document review and control actual and potential hazards onsite.


Risk Management ModuleHealth and Safety in Employment Act 1992, sections 7- 10

References:

ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180014.4.4 4.3.1 Element 3

4.4.3.3c4.4.6.1-54.5.1

Mango Process1. Hazard Identification - On identification of a new hazard it will be entered into the Risk Management

module along with the potential harm that the hazard is likely to cause. 2. Risk Analysis - The module will step you through the process of assessing and developing

appropriate controls based on significance. 3. Once the hazard has been entered and controls set, attach the new hazard to the appropriate register. 4. Once attached, print off the updated register and circulate to the appropriate employees or areas. 5. Register Review - Mango will notify the organisation when a register is due for review. The

organisation will review any changes that have a bearing on the health and safety of employees to ensure that procedures can be updated or training arranged.

6. Monitoring of Hazards - Mango will notify the organisation when any hazard monitoring is due. examples of this include noise monitoring, atmospheric monitoring

Identification

1. Hazards may be identified by the following methods a. Initial and routine plant inspections of the workplace. b. employee may raise the hazard concern at a meeting c. Hazard is drawn to the attention of the Safety rep, Supervisor or Manager. d. Accident and incident or critical event identifies a new hazard. e. new equipment and tasks will be subject to a hazard review before use

Assessment of the hazard

2. Hazards will be assessed for significance/ risk. 3. Risk assessment matrix and risk scores will be recorded for all new hazards reported and will

also be recorded in hazard registers.

Documentation and registers

4. Hazards that are significant are documented in the company hazard register 5. Task analysis (TA), Job safety analysis (JSA), Safe Work Statement Methods (SWMS) or Site Specific

Safety Plans (SSSP) may also be used to identify hazards and document the associated controls.

Application of controls

6. Hazards that are significant will be controlled by applying all reasonably practicable steps. Controls will be applied in the following order

a. Eliminated, b. Isolated (Note: this will be deleted when H & S Reform Bill is enacted) c. Minimised.

Induction and training of staff in relation to hazards

7. All new staff will be inducted and sign an induction record 8. The hazard reporting process will be explained 9. The expected work methods, standards and controls will be covered at induction

Induction of visitors, suppliers and sub contractorsIssue: 1 Page 44 of 59


10. Visitors, suppliers and sub contractors will typically sign in at reception and be inducted on site. The induction content typically relates to the hazards they will be exposed to during their visit as a minimum general hazards and emergency procedures are covered.

Reviews

11. Review of hazards onsite will completed as follows: a. On a determined frequency (annual as a minimum) the hazard register is reviewed and updated if

necessary. Review is documented in the annual safety plan or event module in Mango. b. Work sites are reviewed and records held c. Vehicles are checked and records held d. Workshops and offices are checked and records held

Critical events

12. Critical events are recorded on an accident, incident or near miss form. The investigation and actions are recorded and these events are tabled at the safety meeting for review. The need for health monitoring may arise from a critical event and this monitoring will be completed and results supplied to the employee.

Purchasing policy and associated reviews of new equipment and processes

13. The company shall assess and record at pre purchase and upon arrival or commissioning stage the relevant H & S aspects of the plant, process or substances. Refer to purchasing procedure.

Specialist advisors and external audits

14. Hazards that require specific specialist advice or monitoring then the Managing Director or H & S Co-ordinator may authorise these services to be sought.

15. A list of specialist advisors is held in the Mango library or documented list 16. External audits may be commissioned as requested by the Managing Director

Legal compliance and access to relevant information

17. The annual safety plan includes a review of compliance with relevant and new legislation or industry guidelines, this review is documented and contained in the annual safety report

18. The access to relevant information and codes of practice can be sources from the following: a. Mango documents folder b. Legislation – www.legislation.govt.nz c. Worksafe NZ – Industry guidelines and approved codes – www.business.govt.nz/worksafe/ d. Industry publications: (add relevant standards or industry publications) e. Other web sites – Chemwatch - http://www.chemwatch.net/ f. Consultants – Safe and Sound Solutions – www.safesound.co.nz

Health monitoring

19. The control of hazards may involve the regular monitoring of employees or the workplace e.g. noise levels and audiometry. The frequency and type of monitoring (including exit testing) is detailed in the table below and typically established as an event within Mango.

20. Employees will be required to provide written and signed consent to the health monitoring provider. 21. The health monitoring provider may release relevant health information to employer (PCBU) so the employer can execute their

duties under the Act and ensure that hazards are adequately controlled to protect workers from harm.

Health Monitoring and hazard review timetable

Hazard Review frequencyCompleted by

Noise monitoring 5 yearly or if significant plant changes Externalcontractor

Audiometry Annual for employees exposed to excessive noise. Pre- Externalemployement. Exit test. contractor

Vision (near, distant and colour) Pre-employment Externalcontractor

Dust, fumes, asbestos, electric shock Externalcontractoreffects Post critical event only (Employee

e.g. arc eye, ECG Doctor)

22. Results for monitoring - Results for monitoring in the workplace will be made available to employees. 23. Sub optimal or adverse results from monitoring will be reviewed and necessary controls applied and

employee's medical and vocational needs willb e considered. See process flow below. Issue: 1 Page 45 of 59


Personal Protective Equipment1. The company name will provide

a. All PPE required to protect employees from hazards while at work. b. The necessary PPE if worn out or expired and parts for basic maintenance. c. The necessary training in respect to the wearing or operation of the PPE

2. The PPE provided will comply with all relevant standards 3. PPE issued is recorded on the

a. Induction record b. And/ or Mango HR module

4. An employee may provide PPE for their own use. This will be noted on the PPE issued record and signed. If the PPE supplied by the employee is not of the required standard or worn out the employee will be requested to replace it.

5. The hazard register or task analysis/ SWMS will detail the necessary tasks/ machinery hazards that require PPE to be


New IMS manual with HLS 20.1 Hazard Identification, Assessment and Controlworn.

6. The company will take all practicable steps to ensure employees wear PPE. Employees failing to wear PPE as instructed may be subject to the companies’ disciplinary procedure.

7. Visitors will be issued PPE necessary for the hazards and area they will be visiting. 8. Contractors and subcontractors will provide and wear PPE appropriate to the task they are completing. 9. A list of the standard issue of PPE is held in Mango lists

Material Safety Data Sheets1. Health and Safety Co-ordinator will obtain Material Safety Data Sheets from the relevant suppliers. 2. Controls outlined in the MSDS will be incorporated into training, documentation and site procedures where necessary. 3. Employees will be suitably trained. 4. Material Safety Data Sheets will be filed in an appropriate documents folder in Mango 5. Where requested by the SSSP (Site Specific Safety Plan), site owner or main contractor, copies will

be held on sites for reference.




1 Employee induction

2 Hazard inspections /reviews

3 New equipment reviews4 Health monitoring records

5Workplace monitoring egair, noise, fumes



New IMS manual with HLS 20.2 Accidents / Incidents

Purpose

The organisation will ensure an active reporting, recording and investigating all incidents and accidents.


Accident / Incident Module

References:

ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180014.4.3.3b Element 34.5.2

Mango Process1. All accidents, incidents or near miss events will be promptly reported in the Accident / Incident Module in Mango 2. All incidents, accidents and near misses will be recorded as soon as practicable and

investigator(s) assigned to an investigator 3. All incidents will be attended to promptly and results of investigations recorded Corrective

actions and preventive actions are assigned and recorded. 4. Preventive actions are verified in the Health and Safety meetings as to their effectiveness.

Accident reporting and recording1. All accidents, incidents or near misses (involving injury, illness, persistent or unusual pain) will be

reported early and promptly on the accident report form. (refer to process flow next page) 2. If necessary the trained first aiders on site will attend to the accident. 3. The employee will forward all ACC and Medical documents to the H & S Co-ordinator who will

action and file these as required. 4. All serious harm accidents/ Notifiable events (refer to definition) need to be advised to the H & S Co-ordinator as soon as practical

who will arrange for the notification to WorkSafe NZ via phone 0800 030040 or online from WorkSafe NZ website. The prescribed “serious harm accident” form website notification must be completed within 7 days.

5. The accident scene of a “serious harm accident” or “Notifiable event” is not to be interfered with or disturbed until WorkSafe NZ give a clearance.

6. An accident investigation may be required (refer to process below) 7. Rehabilitation plans will be established as outlined in the rehab procedure.

Procedure for near miss / Notifiable incident / critical event not involving injury:1. Record on incident/ near miss form OR in Mango. 2. Report to Worksafe NZ if the event falls into reportable incident definition (proposed law change April 2015) 3. Investigate as required. 4. Actions including health monitoring of those exposed to serious health risks will be completed,

recorded and results given to employees. 5. Hazard register and controls reviewed.

Accident Investigation1. Only people with the appropriate skills and experience should investigate accidents. Records of those

who hold relevant investigation skills are recorded in Mango training or Mango list module. 2. Gather all the facts; all investigations will be initially recorded on an Accident / Incident Form.

What happened? Interview witnesses and describe events in detail, using any photos, diagrams or other exhibits that may be appropriate.Have the prescribed agencies, been informed?Be sure that you understand the sequence of events fully before any analysis takes place.Identify all the hazards involved. Consider: equipment, materials, work practices and procedures, work environment, health issues, are hazards significant, i.e. likely to cause serious harm?Assess the Hazard Controls in place. What controls were in place, and why didn't they work? What is needed? Is there a need to train or inform employees?

3. Decide on Future Action. Describe fully what needs to be done to prevent further accidents or incidents. Who should do what and by when?

4. Inform all those affected. Inform everyone who needs to know, not only those directly involved. Health and Safety meeting agenda will include the results of any findings and actions to be undertaken.

5. Follow up. There must be checks to ensure that recommended changes have been made and results achieved. 6. The Manager or Supervisor will implement any corrective actions or improvements that arise

from the accident investigation. Actions must be signed off as they are completed. Issue: 1 Page 48 of 59

New IMS manual with HLS 20.2 Accidents / IncidentsAnalysis of Health and Safety data

The Health and Safety meeting will review data held Mango to identify trends in order to commence injury prevention initiatives. On a 6

monthly frequency an analysis of data will be circulated or posted on the notice boards.

Records:Records (statutory, mandatory and voluntary) will be identified for each document created and noted in the table format below.Issue: 1 Page 49 of 59

New IMS manual with HLS 20.2 Accidents / Incidents



1Mango accidentregister

2 Accident report forms3 Investigation reports4 Rehabilitation plans



New IMS manual with HLS 20.3 Employee Participation

AccidPurpose

The organisation will ensure that employees have the opportunity to be fully involved in the development, implementation and operation of safe workplace practices. The organisation actively encourages employees to be involved in the Health and Safety meetings.


Health and Safety Meeting Minutes.

References:

ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180014.4.3.1 Element 6

Mango Process

The Health and Safety meetings are scheduled in the Event Management module in Mango. When completed, the event will be signed off and the minutes attached.

Procedure

The following events may be used to facilitate participation:

Toolbox Meeting

1. The site foreman will chair and take minutes of site toolbox meetings. 2. The frequency of toolbox meetings is determined by the:

Main Contractor/ Principal Site contract requirements Company directive

3. All employees and contractors on the site at the time of the meeting MUST attend unless excused by the foreman for an extraordinary reason.

4. Site foreman will record Names of all attendees Concerns or hazards raised Accident reported Concerns raised A brief summary of specific topics covered or instructions given

5. Completed site safety toolbox minutes shall be held with other contract/ site files.

Health and Safety Meeting1. The Health and Safety Meeting is made up of representatives from all levels within the

organisation. The meeting can be a committee or it can be a full company meeting. 2. The meetings will be minuted with action points clearly identifying responsibility with target date for completion.

The following items will be discussed: Previous minutes and actions taken Reviews of policies Correspondence, i.e. new laws and legislative requirements Objectives achieved Hazards/risk New equipment and new work processes (including hazards associated with new equipment or processes) Training undertaken and training for next period Accidents and incidents Upcoming and overdue events from Mango Changes that affect workplace safety General business

Excellence

Appointment of Employee Health and Safety Representatives

If required annual nominations will be asked from employees for representatives to be elected. If more nominations are received for the positions available, an election will be held by ballotTrained representatives have the following duties as outlined in the responsiblities section.

Records:Issue: 1 Page 51 of 59

New IMS manual with HLS 20.3 Employee ParticipationRecords (statutory, mandatory and voluntary) will be identified for each document created and noted in the table format below.



Toolbox meeting1

minutesH & S meeting

2minutes

3



New IMS manual with HLS 20.4 Emergency Planning - Safety

PurposeThe purpose is to ensure that the organisation has an emergency plan to manage and test all types of potential emergencies.


Emergency PlansList ModuleEvent management Module

References:ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180018.3 4.4.7 4.4.7

Mango Process

Trial Emergencies will be scheduled in the Manage Events module in Mango. When completed, the event will be signed off and the evidence attached.

A list of Wardens and First Aid personnel will be in the List Module.

Procedure

All wardens will undertake in house training every 12 months in their role and the emergency plan and procedures. Training will be recorded on the individuals training record.Warden training shall cover the following

What to do if a fire is discovered and what to if warned or alarm raisedPrevention of fires, speed of spread, fire safety features in the buildingLocation of exits, location of safe places and assembly pointHow and when to call Fire ServiceHow to evacuate and importance of moving quickly and calmlyLocation of hand held fire fighting equipment, when and how to use fire fighting equipmen

Emergency Plans

A copy of the emergency plan will be in a readily accessible location for all staff to refer to. The emergency plan will incorporate all of the potential emergency situations that can affect the site that the plan has been developed for, and how to respond to them.

Evacuation drills

Following an actual emergency or drill a review (form 014) will be completed and filed. Any corrective actions or improvements will be recorded and implemented.

Evacuation drills will be conducted every 6 months.

Review

Following each drill the Chief Warden will review the drill and implement any actions identified with the other wardens.




1 Evacuation plans

2 NZFS approvalcorrespondence

3 Warden training

4 Evacuation drills

Created by: Peter Rogers on Tuesday, 16/12/2014


New IMS manual with HLS 20.4 Emergency Planning - SafetyApproved by: Peter Rogers on Tuesday, 16/12/2014 Published by: Peter Rogers on Tuesday, 16/12/2014


New IMS manual with HLS 20.5 Injury Management - Return to Work

Purpose

The purpose of this procedure is to effectively manage and support the safe and early return to work and employee rehabilitation following in injury


Return to work plansMedical documentation


Mango Process

Procedure1. ACC documents and medical certificates are received. They will be filed as necessary. 2. Employee has been given more than 5 days off and/or the injury would benefit from rehabilitation. 3. Signed consent form is required by the employee to authorise the release of information from the doctor. (form 006) 4. Consult doctor or treatment provider as to possible duties the injured employee could undertake. (form 007) 5. Employee, Employees Manager/ Supervisor and H & S Co-ordinator meet and discuss possible options and formalise the options

in a rehabilitation plan, (form 008). The employee may have a Union or support person present. 6. Insert company name may use a Third party rehabilitation provider to assist with the plan and monitoring of progress. 7. Rehabilitation plan and set milestones are monitored as agreed. 8. If rehabilitation milestones or the rehabilitation plan are not proceeding as agreed an occupational

health specialist or physician may be involved.

Typical transitional duties include

Admin/ paper work e.g. electrical compliance certificates.Non lifting site workReduced hours per dayMotor vehicle driving/ deliveries

Supporting safe and early return to work

Early intervention with a rehab programme is the best option. Remember that an employee has a fitness level and muscle toning from the type of work they have been doing and the longer they are out of the workforce the longer it will take them to get back to full fitness.

The threat of re-injury is also a serious possibility if the rehabilitation is not designed and handled correctly.Remember an employee may feel threatened by the meeting format and the desire for the company to get them back to work earlier than they may be happy with.

Always offer the employee the option of having a support person or H & S rep present.

It is good policy to clearly explain to the employee that the companies aim is the smooth reintroduction back into the workforce.

Remember that high achievers and very active people can also overdo their return to work and reinjure themselves.




123



New IMS manual with HLS 20.6 Notifiable Hazardous Work (NZ)

Purpose:

To ensure all work that falls into the definition of “notifiable” under Regulation 26 of the Health and Safety in Employment Regulations 1995 (see below) is notified to the district office of WorkSafe NZ.

References: (NZ Only)

Health and Safety in Employment Regulations 1995, Regulation 26WorkSafe NZ: http://www.business.govt.nz/worksafe/notifications-forms/particular-hazardous-work

ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 18001

Mango Process

Procedure for the notification of hazardous workNote 1 - http://www.business.govt.nz/healthandsafetygroup/notifications-forms/particular-hazardous-work

Records:




1 Notification records

23



New IMS manual with HLS 30.1 Aspects and Impacts Identification, Assessment and Control

Purpose and ScopeThe purpose is to describe the procedures for identifying, assessing and controlling the environmental aspects and impacts.


Environmental Aspects and Impacts Register

References:

ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180014.3.14.3.24.5

Mango ProcessAspects and Impacts Identification

1. Ascertain the area(s) of the organization to be evaluated. 2. Identify environmental aspects via interviews, site reconnaissance, and document review for the

area or function defined. 3. Consider waste streams generated (air, water, solid waste), energy exchange (energy used and energy released), resource

consumption, community and interested stakeholder input, and human and ecosystem toxicity. 4. Identify those aspects that are significant 5. Identify all resource consents. 6. Record the identified aspects in Mango.

Assessment and Control1. The module will step you through the process of assessing and developing appropriate controls. 2. Once the aspect and impact has been entered and controls set, attach the new aspects to the appropriate register. 3. Once attached, print off the updated register and circulate to the appropriate employees or areas.

Review and Monitoring

Mango will notify the organisation when a review is due. This may be from a contractual requirement (for example: resource consent) or an operational site review.

Records:Records (statutory, mandatory and voluntary) will be identified for each document created and noted in the table format

below.



123

Created by: Peter Rogers on Tuesday, 16/12/2014Approved by: Peter Rogers on Thursday, 18/12/2014Published by: Peter Rogers on Thursday, 18/12/2014


New IMS manual with HLS 30.2 Environmental Incident Reporting, Recording and Investigations

Purpose

The purpose of this procedure is to ensure that environmental incidents are reported, recorded, investigated and appropriate corrective and preventive action is performed.


Improvement module

References:

ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180014.5.3

Mango Process1. When an environmental incident is reported, an improvement will be raised in the Improvement module in Mango 2. The workflow in the Improvement module, as setup in Mango then ensures the environmental

incidents has corrective action assigned. 3. All actions will be recorded in Mango.

Procedure1. When an environmental incident is reported, an improvement will be raised in the register.

Examples of environmental incidents include: Discharge to air Discharge to land Discharge to water

2. Follow the emergency response plan and contain the environmental incident and prevent or minimise the risk of further environmental harm. Contact the appropriate Environmental Protection Agency.

3. The environmental incidents has corrective action assigned. 4. All actions will be recorded 5. The preventive actions are verified in the Management review meeting to ensure they are effective

Records:




123



New IMS manual with HLS 30.3 Emergency Planning - Environmental

PurposeThe purpose is to ensure that the organisation has an emergency plan to manage and test all types of potential emergencies.


Emergency PlansEvent Management Module

References:

ISO9001 ISO14001 AS/NZS 4801 WSMP OHSAS 180018.3 4.4.7

Mango Process

Trial Emergencies will be scheduled in the Manage Events module in Mango When completed, the event will be signed off and the evidence attached.

Procedure

Environmental Emergency Plans

A copy of the environmental emergency plans will be in a readily accessible location for all staff to refer to. The emergency plan will incorporate all of the potential emergency situations that can affect the site that the plan has been developed for, and how to respond to them.

Emergency drills

Following an actual emergency or drill a review will be completed and filed.

Any corrective actions or improvements will be recorded and implemented.

Evacuation drills will be conducted every 6 months.



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